LAMPETER TOWN COUNCIL MINUTES OF THE MONTHLY MEETING OF THE 25.10.2012 AT 7.30PM, CHURCH HALL LAMPETER Members were invited to pray before the start of the meeting. Cllr Greg Evans led members in the opening prayer. PRESENTATION MR ARWYN MORRIS IT DEPARTMENT CEREDIGION COUNTY COUNCIL RE: CCTV CAMERAS A presentation was received from Mr Arwyn Morris, CCC regarding equitable CCTV payments across the County. CCTV Cameras feature at Cardigan, Aberystwyth, Lampeter, New Quay, Aberaeron and Tregaron and are linked to the main network, at Aberystwyth Police Station. The 6 CCTV cameras at Lampeter, were introduced in 2002 at a fee of £19,600 per annum, which meant that the Town Council’s Precept, almost doubled at that time. In 2006, on transfer to a fibre-link, continuous bandwidth network, under the direction of CCC, as opposed to MLL Telecom, the annual cost was adjusted to £12,000. Mr Morris was of the opinion that the amount charged for this service, at Lampeter, provided value for money. For the 32km distance from Lampeter to Aberystwyth, expected costs would be in the region of £20,000, per annum. There is no downtime on these links, 99.60% uptime via BT Open-Reach Provider. Cardigan services 4 cameras at an annual cost of £2,000 per camera. No payments are made by Aberaeron, New-Quay or Tregaron for the upkeep of their cameras. The Aberystwyth system is far simpler than the Lampeter System because a BT fibre-optic network was already in place when the scheme was introduced; costs are therefore nominal. Mr Morris stated that the cameras, which had been installed at Tregaron, Aberaeron and New Quay were temporary cameras and bandwidth transmission could not be guaranteed. Members felt that the current funding-system, presented equity issues, which needed to be addressed further. It was RESOLVED to arrange another meeting with representatives of CCC e.g. Mr Bleddyn Jones, to discuss these concerns, and also matters relating to the monitoring of the cameras, CCTV Monthly Reports & training of volunteers. 1. CHAIRPERSON’S WELCOME The Chairperson Deputy-Mayor Cllr Dorothy Williams extended a welcome to all present. PRESENT Cllr Deputy-Mayor Dorothy Williams (Chairperson), Cllr Elsie Dafis, Cllr John Davies, Cllr Greg Evans, Town & County Cllr Hag Harris, Cllr Ann Morgan, Cllr Rob Phillips, Selwyn Walters & Cllr Derek Wilson. Mr Arwyn Morris, Ceredigion County Council; PC Delme Rees. 2. APOLOGIES Apologies for absence were received from the Mayor Cllr Kistiah Ramaya, who was on holiday in Turkey, Cllr Andrew Carter, Cllr David Smith & Cllr Chris Thomas. 3. POLICE MATTERS 3.1 Ceredigion Joint Community Consultative Meeting Have Your Say; Penmorfa, Aberaeron 17.10.2012: the Town Council had not been represented at this meeting. 3.2 Dyfed-Powys Police Authority: 2013/2014 Policing Priorities: to ask the Mayor Kistiah Ramaya to submit a response. 3.3 Ceredigion Crime & Disorder Strategic Assessment 2013: to ask the Mayor Kistiah Ramaya to submit a response.
1 3.4 Public Notices: Appointment of a Dyfed-Powys Police Crime Commissioner: Statement as to Persons Nominated: noted for information. 3.5 Remembrance Sunday 11.11.2012: The Town Council will have to apply for a Licence and complete the Application for Road Closure. This will involve: 3.5.1 Undertaking a Risk Assessment; (Cllr Rob Phillips) 3.5.2 Submitting a Method Statement; (Cllr Rob Phillips) 3.5.3 Maps showing the extent of the road closure and alternative routes; (Cllr Rob Phillips) 3.5.4 Date and duration of road closure; (Cllr Rob Phillips) 3.5.5 Evidence of Public Liability Insurance: (Clerk) 3.5.6 Number of expected attendees. (Cllr Rob Phillips) 3.5.7 Ensuring that people are at hand, should the Police not be present, to stop the traffic (Cllr Rob Phillips to ask 3 members of the Round Table) 3.5.8 Fee of £30.00. (Clerk) The Police can no longer “just stop traffic” as in previous years, during the 2 minutes’ silence; instead the Town Council must apply for a Road Closure Notice. Some councillors felt that the red tape, detracted from the simple ceremony and regretted the fact that rate-payers would have to pay £30.00 for closing the road for such a short length of time. 3.6 An incident of shop-lifting was reported; also damage to vehicles 3.7 A student had been assaulted on the University grounds during the early hours of the 22 October. This incident is the subject of a thorough police investigation. Members enquired about the CCTV provision at the college. 4. DISCLOSURE OF PERSONAL & PREJUDICIAL INTEREST None declared. 5. CONFIRMATION OF THE MINUTES of the meeting of the 27th September 2012 These were agreed to be a correct record, apart from the following amendments. 5.1 Minute 7.1 Balchder Pentref Project, where it is written ….It is hoped to source grant-funding as well from Tai Cantref and from a Community Grant Scheme. This should be amended to Grant-funding has been secured from Tai Cantref and from a Community Grant Scheme. (The money has not yet been received by the Town Council). 5.2 Minute ref 8.1 Fair Trade Wales, where it is stated: The Tourist Group and the Town Council will submit a response. Should be amended to: Cllr Rob Phillips will submit a response. Cllr Phillips mentioned that he had executed this task. 6. MATTERS ARISING 6.1 Balchder Pentrefi Project: ongoing. 6.2 Remembrance Sunday:11.11.2012: In addition to the Road Closure Application, members were informed of the following: 6.2.1 120 Leaflets have been ordered via the Printing Room, University of Wales Trinity St David (9 pence per copy). 6.2.2 Cllr David Smith will assume the role of Marshal at the service. He replaces Mr Noel Davies, after many years of service. 6.2.3 Loudspeakers have been ordered via Mr Gwynne Davies (£60.00) 6.2.4 The Service will be officiated by the Rev. Chris Webb. 6.2.5 It is hoped to enlist the services of a bugler to play The Last Post. 6.2.6 The Order of Procession. 6.3 Hunger Lunch: February, April and May 2013 are the months which are available to host the Hunger Lunch during this Mayor’s tenure. A month was not chosen at this meeting. 6.4 New Notice Board: RESOLVED: to ask the CCC if it will be possible to attach the new notice-board onto the wall. 2 6.5 Street Light for Forest Road: Derwen Lighting has inspected the site and has referred the matter to CCC. Awaiting developments. 6.6 AGM One Voice Wales 13.10.12: The Deputy-Mayor and Cllr Elsie Dafis had attended the event. Feedback was provided. 6.7 Town Council’s Standing Orders Booklet: RESOLVED a delegation of the Town Council to meet before the next meeting, to discuss further. Cllr Greg Evans asked if it could be included within the Standing Orders, that monthly meetings did not exceed 2hours. 6.8 The Town Council’s Desktop Computer, is now redundant and all data has been transferred to the laptop. A back-up facility of £20 has been purchased and will be used on a weekly basis. The Printer of the Desktop needs to be attached to the lap-top and another device is required to make this connection. The Town Council’s Photocopier has ceased to function. The Clerk referred to 2 quotes received from Compass Stationery regarding a Printer/Photocopier. It was RESOLVED to seek further advice from Cllr David Smith before making a decision. In the interim, all photocopying will be made at outlets within the town, which offer these services and arrangements will be made to connect the laptop to the desktop’s printer. Cllr Walters was of the opinion that the essential tools for the job should be awarded to the clerk a.s.a.p. in the interest of efficiency. Other members felt that further consideration was necessary before reaching a decision and that approximately 4pence per copy (the calculated cost from the 2 quotes) could be improved upon. 6.9 Agreement for use of Play Area between Ray Ceredigion and Lampeter Town Council: It was RESOLVED to grant permission for RAY Ceredigion to use the field. They also asked for the details of the contact person of the TC. Following RAY Ceredigion’s presentation during the August meeting it was enquired whether the TC could make a financial contribution. This will help to deliver open access play for children in the community, which has proved to be highly successful at Maesyderi. They are very eager to continue these play sessions in other areas of Lampeter after December, for other children in the area. It was RESOLVED to donate £100. Also permission was sought to cook with the children during these sessions using the safest child-friendly equipment with the children. These cooking and fire experiences teach valuable life-skills. 7. CORRESPONDENCE 7.1 One Voice Wales: Ceredigion Area meeting 24.10.2012: the Deputy-Mayor had attended this meeting and provided feedback. The minutes of the meeting will be sent by One Voice Wales to the Town Council before their next Area Meeting. 7.2 Correspondence from One Voice Wales: 7.2.1 Climate Change Adaptation Project: survey to be completed. 7.3 Correspondence via TC’s website: 7.3.1 Children in Need BBC: Rickshaw Tour; in Lampeter during November; 7.3.2 Cancer Research UK Talent Show at Bro Pedr School; 7.3.3 It was enquired whether buses travelled from Lampeter to Fishguard Ferryport. 7.4 Mr Mark Williams MP: poster informing members of the public of the date of his surgeries at Lampeter. RESOLVED: to display on the TC’s Notice Board. 7.5 The Ceredigion Mental Health Forum Autumn Event “Express Yourself” planned for Friday 26th October, has been postponed to the New Year. 7.6 Picton Lane: CCC asking the Town Council to confirm that it is in favour of making the current Experimental Order into a Permanent Order and funding
3 half of the cost. The Town Council has already contributed £1,143 towards the project; the initial agreement had been £1,000. 7.7 The 2013 Review of Parliamentary Constituencies in Wales: Revised Proposals: The Commission has published its revised proposals for changes to parliamentary constituencies in Wales. The Commission’s Revised Proposals Report was published on the 24th October 2012 and is available on the Commissions’ website: www.bcomm-wales.gov.uk or at 49 locations across Wales. Representations about the revised proposals should be made within 8 weeks of publication. All representations received by the Commission will be acknowledged. The representation period will end on the 18 December 2012. Noted for information. 7.8 It will be necessary to close the section of the road C1101 Silian from 07.00 October 29th 2012 to 18.00 November 2nd 2012 for resurfacing work. The closure is necessary to ensure public safety during this period. 7.9 Other Correspondence – for information only. 8. TRANSITION TOWN LLAMBED Representatives of this committee will attend the November meeting of the Town Council to provide an update of the work, which has been undertaken during the course of the year. Quotes are currently sought for upgrading the Public Conveniences at the Hall. 9. PLANNING 9.1 PLANNING PERMISSION BY CCC: Land at Cwrt Dulas, Mill Street, Lampeter; Building of 6 apartments-private residential (one affordable). Applicant: DC Evans Developments Ltd, Tan y Graig, Silian, Lampeter.- 9.2 Development Control Committee CCC: Minutes of the meeting of the 15th August and the Agenda of the meeting of the 10 October: for information. 10. FINANCE 10.1 PAYMENTS 10.1.1 BDO Stoy Hayward: External Audit £400 VAT £80 TOTAL £480 The Annual Return was presented to the Council and was approved and accepted. The Issues Arising report was also presented to the Council. The Notice of Conclusion of Audit will be displayed on the notice Board for 14 days. 10.1.2 CWNDESIGN; Fee for hosting and CMS Licence for the Lampeter Town Council Website £210; VAT £42.00 TOTAL: £252.00. 10.1.3 Clear and maintenance of Footpaths: Mr E. Williams £1,130.00 10.1.4 Grass-cutting at Parc-yr-orsedd; two cuts from April to September inclusive; grass cuttings removed; litter cleared at least twice a week throughout the year; checked for vandalism and damage and reported where necessary: Mr E Williams £1,086.00. It was reported that Mr Williams had undertaken an additional cut during the month of October at no extra cost to the Town Council. He was thanked for his services. 10.1.5 RAY Ceredigion £100 10.1.6 Teifi Computers £60.00 10.1.7 Clerk’s Salary October 2012 net: £677.05 10.1.8 £26.41 Tax & NI. 10.1.9 Hire of Church Hall: Monthly Meeting 25 October £21.25 10.1.10 Licence for Road Closure CCC £30.00 10.1.11 Mr Emyr Jenkins: Removal of redundant items from Parc-yr-Orsedd £80 (ex VAT) 10.2 RECEIPTS 10.2.1 Interest: Lampeter Town Council Field Fund £0.04 10.2.2 Interest: Santander 4th April 2012 to 1 Oct 2012 £0.27 4 10.3 REQUESTS FRO GRANT FUNDING 10.3.1 Llangollen International Musical Eisteddfod: RESOLVED not to make a contribution. 10.4 THANK YOU LETTERS 10.4.1 Lampeter Round Table for the recent donation of £300.00. 10.5 Ceredigion Community Grant Scheme: CCC asked whether the scheme could be brought to the attention of Community Groups, bonafide Voluntary Sports and Play Associations within the community who may wish to improve and increase their range of facilities and activities.
11. SUB-COMMITTEES 11.1 FOOTPATHS’ – (AC; HH; SW) 11.1.1 Walking the Footpaths: This will take place on Saturday 3rd November at 1.30pm. The walk will start from outside Lampeter Rugby Club. 11.2 PARC-YR-ORSEDD (CT; HDW; AC) 11.2.1 Fence parallel to North Road: 2 quotes were received. It was felt that there had been some ambiguity concerning the Job Description for the work involved. RESOLVED; to assign further attention to the matter at the next meeting after seeking further advice from Cllr Chris Thomas. 11.3 CCTV CAMERAS’ - (HH; RP; KR) 11.3.1 CCTV Unit Report August & September 2012: There had been 5 requests form the Police to view digital media and 4 copy discs concerning a Public Order, Harassment, theft, assault and Criminal Damage. One camera had no picture; the engineer attended on the 20.08.2012 and advised that the monitor was defective and required replacement. 11.4 MAESYDERI FIELD MANAGEMENT COMMITTEE - (HH; KR; SW; RP; CT, DW) 11.4.1Annual Licence CCC: Ceredigion County Council has granted a One year Licence for the Town Council to assume responsibility for the Maesyderi Field. The CCC wished to know the name of the solicitor, who acted on behalf of the Town Council. It was RESOLVED to state that all legal matters appertaining to the Town Council, are transferred to One Voice Wales. 12. A.O.B. 12.1 Lampeter is striving for the Walkers are Welcome Status. Input was sought from the Lampeter Scouts. Mrs Iris Newman and Mr G. Evans were mentioned as possible contacts. 12.2 It was reported that rats were a problem at Bryn Road. 12.3 Mayoress Tea: (Young at Heart): This will take place on Wednesday 5th December. 12.4 Cllr Phillips made an appeal to members to let him know of adjustments, which were necessary, to keep the Town Council’s website up to date. 12.5 The Lampeter Food Festival Committee is seeking a new Treasurer.
The meeting ended at 9.45pm.
13. DATE OF NEXT MEETING: THURSDAY 29THNOVEMBER AT 7.30PM AT THE TOWN HALL
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